Basic Formatting of Word Documents

Page numbers, Section Breaks and Table of Contents

Union Institute & University

Contents
Page Numbers vs. Headers and Footers ....................................................................................................... 2 Page Numbers ........................................................................................................................................... 2 Formatting Page Numbers ........................................................................................................................ 3 Using Section Breaks to Format Page Numbers ....................................................................................... 4 To add section breaks ........................................................................................................................... 4 To View or Delete Section Breaks ......................................................................................................... 5 Adding a Header or Footer ....................................................................................................................... 5 To add a Header or Footer .................................................................................................................... 5 To Add a Custom Header or Footer ...................................................................................................... 6 Add different headers and footers or page numbers on odd and even pages..................................... 6 Remove page numbers, headers, and footers.............................................................................................. 7 Creating a Table of Contents ........................................................................................................................ 7 How to Update the Table of Contents ...................................................................................................... 8

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Page Numbers vs. Headers and Footers

For best results, decide first whether you want only a page number or whether you want information plus a page number in the header or footer. If you want a page number and no other information, add a page number. If you want a page number plus other information, or if you just want the other information, add a header or footer.

Page Numbers
Adding Page Numbers If you only want a page number in a document, use the Page Number tool in the Header & Footer group from the Insert tab. From the drop down arrow select from one of the first four options: Top of page Various pre-formatted page numbers are available for these locations. Bottom of PagePage MarginsCurrent PositionFormat Page Numbers this will allow you to change the format of page numbers in the header and footer Remove Page Numbers A new window will open Select the desired format Click Close Header and Footer

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Formatting Page Numbers

After inserting page numbers, you can select to change the format. Click on the Insert tab Click on the Page Number Click on Format Page Number Click the Number Format drop down arrow Select desired option 1, 2, 3, -1-, -2-, -3-, a, b, c A, B, C, I, ii, iii Click OK You can start numbering on the second page of your document, or you can start numbering on a different page. Start numbering on the second page Double-click the page number This opens the Design tab under Header & Footer Tools Select the Different First Page check box (This will leave the first page without a number and start numbering the second page with number 2.)

To start numbering with 1 (on the second page) Double-click the page number This opens the Design tab under Header & Footer Tools Select the Different First Page check box Click Page Number in the Header & Footer group Click Format Page Numbers Click Start at and enter 0 Click Close Header and Footer on the Design tab (This will leave the first page without a number and number the second page with number 1.) (If you select Start at: 1, the first page will be blank and the second page will have a number 2.)

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Using Section Breaks to Format Page Numbers

Incorporating Section Breaks in your document allows you to do any of the following formatting options. Add different headers and footers or page numbers in different parts of the document. You can add page numbers to only part of your document. You can also use different numbering formats in different parts of your document. For example, maybe you want i, ii, iii numbering for the table of contents and introduction, and you want 1, 2, 3 numbering for the rest of the document, and then no page numbers for the index. You can also have different headers or footers on odd and even pages. Add different headers and footers or page numbers in different parts.

To start a new numbering format, on a different page, add a section break. Section breaks can be placed anywhere in a document. Sections allow you to number each section differently in a single document. It doesnt matter if you put the break at the end of one page or the beginning of another page, with the section break, each page will be in its own section.

Types of Breaks:
Page Breaks Page Marks the point at which one page ends and the next page begins. Column- Indicates that the text following the column break will begin in the next column. Text Wrapping Separates text around objects on web pages, such as caption text from body text. Section Breaks Next Page Inserts a section break and starts the next section on the next page. Continuous-Inserts a section break and will start the new section on the same page. Even Page-Inserts a section break and starts the new section on the next even-numbered page. Odd Page-Inserts a section break and starts the new section on the next odd-numbered page. To add section breaks Place your cursor where you want the break Click on the Page Layout tab Click Breaks in the Page Setup group

Click Next Page under Section Breaks Double-click in the header area or the footer area (near the top of the page or near the bottom of the page). 4 10/4/2010

This opens the Header & Footer Tools tab Click Page Number Click Format Page Numbers Click the drop down arrow and select the desired format Note: If you select Continue from previous section, it will appear to remove your section break. (The break is still in your document, but it is continuing numbering from the previous section. Select the page number you want to start numbering the section with Click Close Header and Footer Note: To use Include chapter number, you need to use Heading styles and multi-level lists (in the Paragraph group from the Home tab).

To View or Delete Section Breaks Click on the Home tab Click on the Format icon in the paragraph group Section breaks will appear. Place your cursor on the section break and press delete to remove it. Click the Format icon again to turn it off

Adding a Header or Footer

If you want a page number and other information (e.g.: Document title, Revision number, date, etc.) use the Header & Footer tool available under the Insert tab. A header will appear at the top of the document, and footer will appear at the bottom of the document. To add a Header or Footer Click the Insert tab Click on Header or Footer Select desired format /Type text if desired option Click Close Header and Footer

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To Add a Custom Header or Footer Double-click in the header area or the footer area (near the top of the page or near the bottom of the page). This opens the Design tab under Header & Footer Tools.

To place information in the center or on the right side of the page: Click Insert Alignment Tab in the Position group of the Design tab Click Center or Right Click OK Type desired information Click Close Header and Footer

Add different headers and footers or page numbers on odd and even pages Double-click in the header area or the footer area (near the top of the page or near the bottom of the page). This opens the Header & Footer Tools tab Select the Different Odd & Even Pages check box in the Header & Footer Tools tab, in the Options group

On one of the odd pages, add the header, footer, or page numbering that you want on odd pages. On one of the even pages, add the header, footer, or page number that you want on even pages. 6 10/4/2010

Remove page numbers, headers, and footers

Double-click the header, footer, or page number Select the header, footer, or page number Press Delete Repeat steps 1-3 in each section that has a different header, footer, or page number

Creating a Table of Contents

You create a table of contents by applying heading styles for example, Heading 1, Heading 2, and Heading 3 to the text that you want to include in the table of contents. Microsoft Word searches for those headings and then inserts the table of contents into your document. When you create a table of contents this way, you can automatically update it if you make changes in your document. Mark entries for a table of contents, by using built-in heading styles. You can select the style prior to typing the text. If you already have a completed document, highlight the text and then select the desired style. Select the text that you want to appear in the table of contents. On the Home tab, in the Styles group, click the style that you want.

For example, if you selected text that you want to style as a main heading, click the style called Heading 1 in the Quick Style gallery. If you don't see the style that you want, click the arrow to expand the Quick Style gallery. If the style that you want does not appear in the Quick Style gallery, press CTRL+SHIFT+S to open the Apply Styles task pane. Under Style Name, click the style that you want. Once you have used the Styles for text Place your cursor where you want to insert the Table of Contents Note: The Table of Contents is usually placed after the title page before the first text page of your document. Insert a page break if necessary. Click the References tab Click Table of Contents A new window will open Select desired table format 7 10/4/2010

How to Update the Table of Contents

1. Click Update Table from the Reference tab 2. Click on the Table of Contents and Click Update Table tab at the top right of the table Select From: Update page numbers only Update entire table Click OK

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